Privacy Policy

Waterloo Carpet Cleaning Privacy Policy

This Privacy Policy explains how Waterloo Carpet Cleaning collects, uses, stores and protects personal data about individual customers and prospective customers. It applies to all Waterloo Carpet Cleaning customers and enquirers in our service area, regardless of how you contact us or use our services.

We are committed to complying with the UK General Data Protection Regulation, the EU General Data Protection Regulation where applicable, and all related data protection laws. This Privacy Policy is intended to provide clear and transparent information about our processing of your personal data.

Personal data we collect

We collect and process only the personal data that is necessary for us to provide our carpet cleaning and related services, manage our business, and comply with legal obligations. The categories of personal data we may collect include:

Identification and contact details, such as your name, postal address, service address, and preferred contact details.

Booking and service information, such as details of your enquiry, the services you request, property access information relevant to the service, and dates and times of appointments.

Billing and payment details, such as information required to issue invoices, records of payments, and basic transaction information. Payment details may be processed by secure third-party payment processors on our behalf.

Communication records, including information you provide when you contact us by phone, text, online forms, or other channels, as well as records of any complaints, queries, or feedback.

Technical and usage information, where applicable, such as basic information about how you interact with our website or online presence, including date and time of visits, pages viewed, and similar information. We aim to collect only the minimum amount of technical data necessary for security, performance, or analytics purposes.

Marketing preferences, including your choices about how you wish to receive marketing communications from us and your communication preferences.

Lawful basis for processing your data

We will only process your personal data where we have a valid lawful basis under data protection law. Depending on the context, we may rely on one or more of the following lawful bases:

Performance of a contract: We process your personal data when it is necessary to enter into or perform a contract with you, such as when you book a service, request a quote, or ask us to carry out carpet cleaning or related services at your property.

Legitimate interests: We may process your personal data where it is necessary for our legitimate business interests, provided that your rights and freedoms do not override those interests. This includes activities such as managing and improving our services, maintaining records, protecting our business, and handling customer queries and complaints.

Legal obligations: We may process your personal data where we are required to do so to comply with legal or regulatory obligations, such as record-keeping, tax requirements, or responding to lawful requests from public authorities.

Consent: In some circumstances we may rely on your consent, for example, where we wish to send you certain types of marketing communications that are not covered by legitimate interests, or where consent is otherwise required by law. When we rely on consent, you have the right to withdraw that consent at any time.

How we use your personal data

We use the personal data we collect for the following purposes:

To respond to your enquiries, provide quotations, and manage bookings and appointments.

To deliver carpet cleaning and related services at your property in accordance with your instructions.

To issue invoices, process payments, and maintain accurate financial and service records.

To communicate with you about your bookings, changes to services, and customer service matters.

To manage our business operations, including quality control, staff training, and internal reporting.

To send you service updates, important notices, and, where permitted, marketing or promotional information relating to our services.

To maintain the security of our systems, detect or prevent fraud and misuse, and comply with applicable laws.

Data sharing and processors

We do not sell your personal data. We only share your data when it is necessary and lawful to do so. In particular, we may share your personal data with:

Service providers and processors who perform services on our behalf, such as IT support providers, website hosting services, secure payment processors, accounting or invoicing platforms, and providers of communication tools. These third parties are required to process your data only in accordance with our instructions and to protect it using appropriate security measures.

Professional advisers, including accountants, or legal advisers where necessary for our legitimate interests and to comply with legal obligations.

Public authorities, regulators, law enforcement agencies, or courts where we are legally required to do so or where such disclosure is necessary to protect our rights or the rights of others.

Where we use data processors, we enter into written agreements with them that include data protection obligations consistent with the GDPR. We ensure that any such processors provide sufficient guarantees to implement appropriate technical and organisational measures to protect your personal data.

International transfers

In some cases, the service providers or systems we use may involve processing personal data outside the United Kingdom or the European Economic Area. Where this occurs, we will ensure that appropriate safeguards are in place, such as reliance on adequacy decisions, standard contractual clauses, or other mechanisms recognised under data protection law, to ensure that your personal data is afforded a level of protection essentially equivalent to that in the United Kingdom and the European Economic Area.

Data retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, or for longer periods where we are required or permitted to do so by law.

In general, this means that:

Basic customer and service records may be retained for a number of years after your last interaction with us, to enable us to respond to queries, provide continuity of service if you return as a customer, and comply with legal and tax requirements.

Financial and transaction records are typically kept for the period required by tax and accounting laws.

Communications and enquiry records are kept for as long as they are needed to handle your request, exercise or defend legal claims, and maintain service quality.

Marketing data is retained while you remain subscribed or engaged with our communications, and will be removed or anonymised when you opt out or when it is no longer necessary.

When data is no longer needed, we will securely delete or anonymise it.

Your data protection rights

Under the GDPR and related data protection laws, you have several important rights in relation to your personal data. Subject to certain conditions and exceptions, these include the right to:

Access your personal data and receive information about how we process it.

Request correction of inaccurate or incomplete personal data.

Request the deletion of your personal data in certain circumstances.

Request restriction of the processing of your personal data in certain circumstances.

Object to the processing of your personal data where we rely on legitimate interests, including profiling based on those interests.

Object at any time to the use of your personal data for direct marketing purposes.

Request the transfer of your personal data to you or another controller in a structured, commonly used, and machine-readable format, where technically feasible and where processing is based on consent or contract and carried out by automated means.

Withdraw your consent where we rely on consent as the lawful basis for processing. Withdrawal of consent does not affect the lawfulness of any processing carried out before consent was withdrawn.

You also have the right to lodge a complaint with a supervisory authority if you believe that your personal data has been processed in a way that does not comply with data protection law. We encourage you to contact us in the first instance so that we can try to resolve your concerns.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These measures include limiting access to personal data to those employees and service providers who need to know it for legitimate business purposes, using appropriate security controls, and regularly reviewing our procedures and safeguards.

Privacy Policy scope and updates

This Privacy Policy applies to all Waterloo Carpet Cleaning customers and prospective customers in our service area and to all personal data we process in connection with the provision of our services.

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or regulatory guidance. The updated version will apply from the date it is made available. We encourage you to review this Privacy Policy periodically to stay informed about how we handle your personal data.